Project Management Beyond the IT Universe - SIUE · 2020-04-21 · Project Management Beyond the IT Universe Linda Shedlofsky, PMP Development Director Radio Arts Foundation James

Project Management Beyond the IT Universe

Linda Shedlofsky, PMP Development Director Radio Arts Foundation

James Page, PMP Executive Director

Saint Louis Downtown Neighborhood Association

Slide 1 2018 Project Management Symposium

Project Management For Non-Profits

Slide 2

What’s in it for you? Benefits of Improved Project

Management (PM) Skills, Techniques and Processes

2018 Project Management Symposium


Slide 3

• Overview

• For-profit vs. non-profit comparison

• What is a project?

• PM Impact on organizational results

• Challenges for non-profits

• PM Benefits for non-profits

• Real World Exercise

• Questions?


For-Profit vs Non-Profit Comparison


2018 Project Management Symposium Slide 4


For-Profit

Purpose: Generate profit and deliver effective product and services valuable to consumers

Funding: Initial funds through bank loans, investors and sales revenue

Diversity of audience: Generate profit and deliver effective product and services valuable to consumers

Non-Profit

Purpose: Promotes a social cause or advocates based on its mission

Funding: Private donations, sponsorships, grants and now crowdfunding

Diversity of Audience: Messaging on product or service to a diverse audience of volunteers, donors, and corporations



For-Profit Leadership: Concerned about profit and financial success with select group of individuals as leaders

Culture: Focuses on finances and business metrics with new products and markets

Taxation: Must pay taxes as the law requires

Staff: Paid employees and interns

Non-Profit

Leadership: Led and directed by board of directors (15-100) balance finances with social issues

Culture: More community oriented and not financially motivated

Taxes: Registered as a 501 (c)(3) to provide services for the public good with minimal taxes

Staff: Some employees with many volunteers


What Is A Project?




Slide 8

What Is A Project?

Definition:* “A project is a temporary endeavor undertaken to create a unique product, service or result.”

• Characteristics:

– Predetermined timeline

– Clear beginning and end

– Fixed budget

• Distinct from “operations”

– Specific deliverable

– Interrelated tasks

– Involves people

* PMI. A Guide to the Project Book of Knowledge, 6th ed. (PMBOK)



Slide 9

Non-Profit Project Examples

• Fund raising campaign

• Organization move

• IT upgrade

• Facility upgrade



Slide 10

More Non-Profit Project Examples

• Grant writing

• Events/gala celebrations

• Process improvement initiatives

What other kinds of projects do you undertake?


PM Impact On

Organizational Results




Slide 12

Execution

What’s your estimated success rate and which of the three characteristics is the biggest problem meeting?

* Standish Group, Chaos Study,

16% Complete Success

16% Complete

Success

31% Cancelled

53% Challenged

(Late, Over Budget,

W/O Desired Characteristics)

Pro

ject



Slide 13

• Strategy to Increase Project Success

• Goal: Improve execution of projects to meet organizational goals

• What: Established approach to managing and controlling a project

• How: Use flexible processes implemented within a knowledgeable organization using skilled practitioners



Slide 14

• PM Results for Organizations

• Large PMI Study* confirmed positive results of project management across wide variety of organizations

• Tangible results examples :

• Ability to manage more projects with available resources

• Improved response to regulatory/funding pressures

* PMI. Researching the Value of Project Management


Challenges For Non-Profits




Slide 16

• Non-Profit Environment

• During economic downturns, non-profits are hit hard

• During economic recoveries, non-profits tend to lag for-profits

• Increasing pressure to “do more with less”

What have you experienced since 2008?



Slide 17

• Non-Profit Requirements Gathering

• One PMI Chapter conducted requirements gathering to determine how they could help meet the community’s needs by answering 2 questions:

• How can PM help the non-profit community?

• What does the non-profit community need from PMI?



Slide 18

• Non-Profits Told PMI…

• Our projects take too long!

• We need to be more efficient in delivering results!

• Our recurring projects need repeatable results!

• How do we know we are doing the right projects or that they’re even feasible?

• How can we use our resources more efficiently?



Slide 19

• Non-Profits Wanted…

• A “show me how” approach in order to make the skill sustainable

• Assistance in selling the discipline to management

• An affordable solution in terms of both time and cost


PM Benefits For Non-Profits




Slide 21

• Benefits of PM for Non-profits

• PM Adds Value

• Better resource utilization

• Elimination of “reinventing the wheel”

• Benchmarks for measuring success

• Improvements in organizational efficiency and productivity



Slide 22

• Benefits of PM for Non-profits

• PM Adds Value (Cont’d)

• Aligns expectations of all stakeholders

• Mitigating risks

• Provides processes that are scalable to any size project

• Defines what “done” means


Real World Exercise




Slide 24

Exercise: Innovative Dance Company STL

Your Mission… The mission of Innovative Dance Company STL is to bring world-class dance companies that wouldn’t otherwise be presented to the St. Louis region, makes this dance accessible to a widely diverse audience, nurtures local dancers and dance companies, and offers unique and transformative dance education outreach.

About The Company… Innovative Dance Company STL has been in existence for the past 30 years. The organization has a small staff of 6 full-time individuals (Executive Director, Director of Philanthropy, Director of Programs, Finance and Operations Manager, Marketing and PR Manager, Dance consultant) and 2 part-time individuals. The Executive Board has 20 members and the Advisory Committee has 15 members.



Slide 25


Exercise: Build a list of tasks needed for a project plan for a fundraising gala Event Date: March, 2020 Goal: Raise > $150,000 in net revenue with < $40,000 in expenses Note: Innovative Dance Company has an annual operating budget of $1,000,000 Minimum attendance: 200 people Event description: Elegant evening with cocktails, dinner and entertainment (optional raffle items and auctions)



Slide 26


Details: Each group will need chair and co-chair The Chair will act as the project manager for the group and speak for the group The Co-chair will act as the scribe for the group and assist the chair when needed Break up into 4 groups:

• 2 groups will work on tasks needed for resources (includes ticket price) • 2 groups will work on tasks needed for communications (media, mailings; etc.)



Slide 27


Count Off Into 4 Teams – 15 Minutes… • Assign a team scribe. • Document your work. • Be ready to report out in 15 minutes!!!



Slide 28


Project Team Reports…


Questions?

Slide 29 James Page, PMP


Documents

Project Management Beyond the IT Universe - SIUE · 2020-04-21 · Project Management Beyond the IT Universe Linda Shedlofsky, PMP Development Director Radio Arts Foundation James